Getting started

Keep a personnel record for a technician

3 min read

Every technician has an HR tab on their record — a running history of incidents, warnings, meetings and commendations, with photos if you need them. It’s under Settings → Technicians, open the person, then HR.

A technician's record open at the HR tab: the type of entry, when it happened, what happened and photos, with a note that only owners and admins can see it
Settings → Technicians → Edit → HR.

Who can see it

Owners and admins, and nobody else. Not the technician it’s about, not other technicians, not contractors, and not service advisors — they run the roster, not the personnel file. That isn’t just the tab being hidden; the records are unreadable to anyone else however they try to reach them.

Adding an entry

  1. Pick the type — incident, warning, meeting, commendation or other.
  2. Set when it happened. Not when you’re typing it up — these usually get written afterwards, and the date that matters is the day of the event.
  3. Write what happened: facts, dates, who was present, what was agreed.
  4. Add photos if they help — damage, a vehicle, a whiteboard, a signed acknowledgement.
Heads up:Entries can’t be edited once saved, and neither can the photos. That’s deliberate: a history that can be quietly reworded months later is worth very little as a record of what was said at the time. A correction goes in as a new entry. If something is genuinely wrong you can delete it — which at least leaves an absence rather than a silent rewrite — but you can’t change it, so attach the photos before you save.

The photos are kept apart

HR photos are stored separately from job and vehicle photos, and carry the same owner/admin-only restriction as the written record. A photograph attached to somebody’s warning is not something the rest of the workshop can go looking for.

  • Up to 15MB each; they’re compressed on the way in.
  • Tap a photo on a saved entry to open it full size.
  • Deleting an entry deletes its photos too — nothing else points at them.

What it’s for

Mostly, remembering. A conversation in March is hard to recall in September, and “we did talk about this” is worth a great deal more when there’s a dated note saying so. Commendations count as much as problems — a file with nothing good in it is easy to read as a file kept for one purpose.

Tip:Available for every technician, including contractors. Worth knowing that logging a formal warning against a contractor is an employment-law distinction — a contractor isn’t an employee, and a warning record can be read as evidence of an employment relationship. Not a reason to avoid it, but one to raise with your adviser rather than discover later.
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